Navigating Tuition Benefits for University of Rochester Employees
The University of Rochester provides a comprehensive Total Rewards package, encompassing various benefits designed to support employees' professional development and personal well-being. Among these, tuition benefits stand out as a valuable resource for employees seeking to further their education and skills. This article will explore the different facets of the University of Rochester's tuition benefits program for employees, including eligibility, application processes, tax implications, and other related benefits.
Accessing Tuition Benefit Information and Applications
Employees can access information and apply for tuition benefits through the myURHR Workday portal. To begin, log in to myURHR Workday using your University Active Directory login. Then, on the homepage, under the Apps section, click on ‘Benefits and Pay’. For tuition reimbursement, select ‘Employee Tuition Reimbursement Application’ under the Suggested Links section.
Employee Tuition Reimbursement
The University of Rochester supports its employees' continuing education through tuition reimbursement for eligible courses. Here's a breakdown of the key aspects:
Eligibility
To be eligible for tuition reimbursement, employees must have at least one year of full-time service or two years of part-time service. Active employment in an eligible status must be maintained through the completion of the course.
Application Process
- Course Registration: Employees taking courses as non-matriculated students should register using the instructions found on the registration page.
- Tuition Waiver Application: Once registered, complete an Employee Tuition Reimbursement Application by logging into myURHR Workday.
- Documentation Submission: Within 90 days of successful course completion, submit an itemized tuition bill (including proof of cost and payment) and proof of successful course completion. This can be uploaded directly to your application by clicking the “Attach” button and uploading your proof of completion (e.g., grade report or certificate), proof of cost, and proof of payment (e.g., billing statement/deferment form).
Reimbursement
Reimbursements are typically loaded into the employee's paychecks within 1-2 pay periods after the paperwork is received.
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Important Considerations
- The approved tuition benefit waiver is only for the courses listed. Any changes in courses (add, drop, or withdrawal) will result in the employee being responsible for payment of the course and any related fees.
- The University reserves the right to modify, amend, or terminate the Employee Tuition Reimbursement Benefit at any time.
Tuition Waiver for Non-Matriculated Courses
Employees may be eligible for special tuition discounts or benefits on University of Rochester courses they take as non-matriculated students. University of Rochester employee tuition benefits are not available to use for auditing classes.
Eligibility
Eligible employees include those with at least 1 year of full-time service or 2 years of part-time service.
Dependent Children Tuition Waiver Benefit
The University of Rochester also offers a tuition waiver benefit for dependent children of eligible employees. This benefit aims to support employees' families in pursuing higher education.
Service Requirement
Only full-time service can be counted towards the service requirement for the 10-year Dependent Children Tuition Waiver Benefit. This service requirement may be met by full-time service at another college or university that offered a tuition benefit plan for dependent children for which the faculty or staff member was eligible.
Waiver Amounts
The University of Rochester offers different levels of tuition waivers based on years of service:
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- 10 Years of Service: The University of Rochester will provide a tuition waiver equal to the difference between the stated full undergraduate tuition cost at the applicable UR school or college and the full undergraduate tuition cost for New York State residents for Baccalaureate Degree programs at SUNY colleges, for up to four years of undergraduate study, not to exceed a total of 8 semesters (including summer semesters). Note: If the dependent child is a transfer student (even if the child is willing to not transfer any credits to the University), the dependent child would not be eligible for the 10-years of service Dependent Children Tuition Waiver Benefit.
- 6 Years of Service: The University of Rochester will provide a tuition waiver equal to 50% of the stated full undergraduate tuition cost at the applicable UR school or college, for up to four years of undergraduate study, not to exceed a total of 8 semesters (including summer semesters).
- 5 Years of Service: The University of Rochester will provide a tuition waiver equal to 25% of the stated full undergraduate tuition cost at the applicable UR school or college for up to four years of undergraduate study, not to exceed a total of 8 semesters (including summer semesters).
The combination of any merit award(s) and tuition benefits may not exceed tuition. The University reserves the right to modify, amend or terminate the Dependent Children Tuition Waiver Benefit at any time. The dependent child tuition benefit is available only while the employee is actively employed in an eligible status.
Additional Scholarships and Grants
Additional scholarships for which the student is eligible (academic, athletic, activity) may be “stacked” on top of the tuition discount up to a maximum of 100% tuition. Outside scholarships will not be used to reduce institutional gift aid. Employee children can receive all other Federal and State grants and loans in addition to the institutional scholarship benefit. If a student is eligible for Federal and State grants and in receiving the institutional benefit loses the federal or state grant, the tuition discount will be reduced so that the student obtains the Federal or State grant. If the student is eligible for the federal or state grant even after the awarding of the tuition discount, the student will receive the Federal or State grant in addition to the tuition discount. The tuition discount is available for 10 regular semesters or 150 semester hours, whichever comes first. Due to program requirements, Education majors are eligible for up to 170 semester hours or 12 regular semesters, whichever comes first.
Tax Implications of Tuition Benefits
The taxability of tuition benefits depends on the level of study (graduate vs. undergraduate) and whether the courses are job-related.
Graduate Tuition Assistance
Graduate tuition assistance benefits up to $5,250 in a calendar year are not taxable. Graduate tuition assistance benefits that exceed $5,250 in a calendar year are taxable wages unless the course satisfies the requirements for a tax-deductible job-related course under IRS rules.
Job-Related Courses
Generally, a job-related course will satisfy IRS requirements if it maintains or improves skills for the individual’s present job, or if the course meets the employer’s express requirements for retaining the job, and the course is not part of a program that will qualify the individual for a new trade or business.
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For example, consider the following scenarios:
- Minimum Required Education: Suppose an employee, who holds a bachelor’s degree, obtains temporary employment as an instructor at the University and undertakes graduate courses as a candidate for a graduate degree. Also, suppose the employee may become a faculty member only if he/she obtains a graduate degree and may continue as an instructor only so long as he/she shows satisfactory progress towards obtaining his/her graduate degree.
- New Trade or Business: A program of study qualifies an employee for a new trade or business if successful completion of the program would qualify the employee to: (1) meet a new category of professional licensure or certification required to perform a particular job (e.g. nurse practitioner certification); or (2) be employed in a position that has a different educational requirement than his/her current position, either within or outside the University.
Tax Withholding
For taxable tuition assistance benefits, applicable Federal and State income taxes and FICA taxes will be deducted from the employee’s paycheck when the waiver is approved or the reimbursement is paid to the employee. In addition, the taxable income will be reflected on the W-2 for the calendar year when the actual tuition benefit is posted to the student’s account or reimbursed to the employee.
Calculating Taxable Amount
To calculate the taxable amount:
- Determine the total amount of graduate tuition benefits for the semester/quarter.
- Deduct $5,250 from the total amount of graduate tuition benefits for the semester/quarter.
- Multiply the taxable amount by 41.35% (the approximate rate of tax for Federal and State income taxes and FICA taxes).
Undergraduate Courses
If you are using tuition benefits for undergraduate courses, your courses are non-taxable.
Additional Tuition Benefits and Programs
SON Tuition Grant
The SON Tuition Grant, together with UR employee tuition benefits, covers the full cost of tuition for employees who enroll in select bachelor's and master's degree programs. These programs include:
- Completing your bachelor’s degree to enhance your skills as a nurse and advance your nursing career.
- Earning your master’s degree as a Clinical Nurse Leader (CNL).
- Earning your master's or post-master's degree in nursing education.
- Earning your master's or post-master's degree with a focus on leadership in health care systems.
UR Career Pathways
UR Career Pathways supports eligible employees with upfront tuition costs if required as a qualification for a designated high-demand position. Participants who are enrolled in a formal degree program or participating in internal training to prepare them for a high-demand position will be eligible to receive up to eight hours per week of paid release time, based on full-time equivalency (FTE) level.
Other Employee Benefits
Beyond tuition benefits, the University of Rochester offers a range of other benefits as part of its Total Rewards program. These include:
Group Universal Life (GUL) Insurance
GUL insurance pays a death benefit and allows for the contribution of additional premiums beyond the cost of the insurance. Lifestyle Benefits are automatically included in the plan. You may apply at any time for GUL insurance. Some guaranteed amounts of coverage are available-no medical exam is required-if you apply within the first 90 days of eligibility for coverage under the plan, within 90 days of a family status change, or during annual open enrollment (if eligible). To apply, log in to myURHR Workday, click on the “Benefits and Pay” link, and then click on “Securian Financial Life Insurance” under the Suggested Links section.
Long-Term Care Insurance
All benefit-eligible and non-benefit-eligible faculty and staff may apply for long-term care insurance. In addition, family members of faculty and staff are eligible to apply. New hires and newly eligible faculty and staff have 30 days from their hire/eligibility date to enroll.
MetLife Legal Plan
Coverage for MetLife Legal Plan will be continued during a Leave of Absence, Long-Term Disability, Layoff, Worker’s Compensation, or NYS Paid Family Leave for up to 90 days from the start of your unpaid leave. When you create a legal plan account, an Eligibility ID is assigned to you. This Eligibility ID is a unique identifier that you provide to network attorneys to verify eligibility and coverage for services. It is a nine-digit alphanumeric identifier and can be found at the top right (drop-down menu under My Account) of your log-in profile or provided by a Client Service Representative.
Child Care Subsidy
The child care subsidy is a reimbursement program through the Dependent Care FSA. Funds will be available on a pro-rated basis throughout the calendar year or enrolled period within the calendar year. For example, if approved for a scholarship of $2,400, $200 would be available each month; $100 semi-monthly; $92.31 biweekly. Once you start incurring costs within the calendar year, you can submit for reimbursement via Lifetime Benefit Solutions. New hires have 30 days after their hire date to submit a child care subsidy application. If you experience a qualifying life event, you have 60 days to apply. Log in to myURHR Workday with your Active Directory to access the application. Only qualifying child care expenses under the Internal Revenue Code may be reimbursed with the subsidy.
Your child care subsidy award, as well as any voluntary dependent care FSA contributions and back-up care benefits, will be reported in Box 10 on your W-2, up to the maximum allowable of $7,500. You should consult with your personal tax advisor regarding any tax impact for you, particularly if you do not claim the entire award you receive.
Important Notes Regarding Child Care Subsidy:
- Layoff: Child Care Subsidy Award payments will stop as of the effective date of the layoff.
- Unpaid Leave of Absence: Child Care Subsidy Award payments will stop as of the effective date of the unpaid leave.
- Terminate or Change to an Ineligible Status: Child Care Subsidy Award payments stop as of your termination date or change to an ineligible status.
Care.com Membership
The University of Rochester is providing eligible employees a membership to Care.com as an employee benefit. Employees are under no obligation to use the services provided by Care.com. Employees are responsible for understanding Care.com’s terms of use. To register, visit universityofrochester.care.com and click on “Enroll Now.”
Backup Care
Care.com offers backup care options including in-home, in-center, and personal network care. In-Home Backup Care Services have a minimum reservation of four (4) hours per day and a maximum of ten (10) hours per day. Personal Network Backup Care allows you to identify and use care providers that you select on your own. The eligible employee must submit a claim within one month of using Personal Network Backup Care. In-center Backup Care can be requested up to 30 days in advance, or care can be requested for urgent last-minute care.
Important Notes Regarding Backup Care:
- In-home Backup Care can be used for mildly ill children, however, it cannot be used for children with a fever equal to or greater than 100 degrees, or for children with a contagious illness or condition.
- Personal Network backup care is also available to circumvent the limits of in-home sick care by providing employees with the freedom to use caregivers in their own network.
- In-Center Backup care is not available for sick children.
Open Enrollment
Open Enrollment is the period each year when eligible employees can review their benefit coverage options and make selections for the upcoming calendar year.
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